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How do I manage orders that are awaiting approval?

This article will explain how to handle orders that need approval when the 'Approve purchase before payment' option is enabled

How to enable:

Enabling this setting guarantees that all purchases of the product will come through to you for approval before the payment collection starts. This allows you greater control over your bookings and allows you to review and amend orders before they turn into invoices.

  • Navigate to Product management > Products
  • Select a product from the left sidebar
  • Open ‘Billing and renewal’ and enable ‘Approve purchase before payment'
  • Click ‘Save’

 

How do I know if there is an order awaiting my approval?

If you have enabled this setting for any of your products, you will want to make sure that you have the correct notification enabled to notify you when there is an order awaiting approval.

  • Navigate to Communication > Notifications
  • Select the ‘Bookings and payments’ category from the left sidebar
  • Locate the ‘Purchase approval required’ notification
  • Ensure the notification:
    1. Is ‘Enabled’
    2. Is set to send to at least one staff member (via the ‘Recipients’ column)
    3. Will deliver by email
  • Click ‘Save’ on the right after changing any settings

Once configured, your notification should look something like this:


 

Managing orders awaiting approval

To locate these orders, navigate to Sales admin > Orders and switch from ‘Scheduled’ to the ‘Awaiting approval’ via the button in the top-left corner.

Approving

To approve an order, select it via the checkbox and click ‘Approve orders’. It will then move to your ‘Scheduled’ orders, ready to invoice the account owner shortly (or when the invoice date arrives).

Note: If the order’s invoice date is the current day or has passed, the invoice will generate by the end of the working day, or early the next morning, depending on when the order was approved.

Cancelling

To cancel an order, select it via the checkbox and click ‘Cancel orders’, and choose the ‘Cancel and remove from product’ option.

Denying

To approve an order, select it via the checkbox and click ‘Deny orders’. This will move it to the ‘Denied’ area – this prevents the user from attempting to purchase the product again. This is best used if the user is ineligible for the product, or if you’re no longer taking sign-ups, for example.

Editing an order

Order details, such as the amount or invoice date, can be amended before the order turns into an invoice and is issued to the customer. For more information on how to manage your orders, read our full guide here.